Operations & Office Coordinator (Sunnyvale – Onsite)

iHealth Labs; Sunnyvale (CA); On-site; USD 62,400 - 83,200; Full time

Job summary

iHealth Labs, based in Sunnyvale, CA, seeks an Operations Administrator to manage front-office operations and a range of administrative duties. The role requires organizing space, coordinating suppliers, and ensuring HIPAA-compliant office practices to support a fast-paced environment.

The candidate will handle guest reception, employee inquiries, travel arrangements, and event planning, contributing to efficient daily operations in a full-time onsite setting.

Qualifications

• Bachelor’s degree preferred in business/ops or related field.
• 2+ years of administrative or operations support experience.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency with Microsoft Office and CRM/ERP systems.
• Detail-oriented with problem-solving skills.
• Ability to work independently in a fast-paced environment.

Responsibilities

• Serve as the first point of contact for guests, visitors, and incoming calls.
• Respond to employee inquiries regarding office operations, resources, equipment, and travel arrangements.
• Manage office supplies by ordering and tracking inventory levels.
• Coordinate workspace logistics including seating and meeting room scheduling.
• Organize and maintain company records in electronic and physical filing systems.
• Develop and improve administrative procedures to enhance efficiency.
• Provide clerical and operational support across the Sunnyvale office.
• Identify operational inefficiencies and suggest process improvements.
• Manage vendor relationships, contracts, pricing, and lease management.
• Handle office-related invoices and payments, tracking and follow-ups.
• Coordinate employee travel arrangements and related logistics.
• Plan and execute internal and external events and conferences.
• Support office security and HIPAA compliance in the workspace.

Skills

Organization

Multitasking

Communication

Independence

Adaptability

Education

Bachelor’s degree in Business Administration, Operations Management, or related field

Tools

Microsoft Office

CRM/ERP systems

Jira

Job description

iHealth Labs, based in Sunnyvale, CA, seeks an Operations Administrator to manage front-office operations and a range of administrative duties. The role requires organizing space, coordinating suppliers, and ensuring HIPAA-compliant office practices to support a fast-paced environment.

The candidate will handle guest reception, employee inquiries, travel arrangements, and event planning, contributing to efficient daily operations in a full-time onsite setting.